Medical Prog Assistant - APCC

Universities of Wisconsin • Madison, WI

7d • $24 • Hybrid

About The Position

This position provides complex administrative support to the Division of Allergy, Pulmonary, and Critical Care (APCC) within the Department of Medicine, through daily interaction with high-level faculty and staff. The incumbent will interface regularly with the APCC leadership team, faculty, and staff. They will coordinate and perform a wide range of duties to provide administrative and clinical support to the faculty, division, and department. This position will act as the primary liaison for providers or programs and refers stakeholders to providers, agencies, and staff. The incumbent will initiate, implement, and review the administrative, fiscal, and clerical procedures and activities required for purchasing requests, processing travel and expense reimbursement requests made by Division faculty and staff using Division funds. Responsibilities will include continuous tracking, prioritizing, organizing, and communicating in support of multiple initiatives at various stages of progress. The position requires outstanding administrative, organizational, interpersonal, and computer skills, as well as the ability to work independently and proactively. As this position must interface with both internal and external partners, a high level of professionalism is expected. This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location. Work schedule Monday – Friday, flexible start and end time during business hours, will be determined at the time of hire. This position will require occasional off-site, evening or weekend hours to assist with picnics, evening presentations, and conferences. Terminal 24 month appointment. This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding.

Requirements

• At least 2 years’ experience in an administrative role.

Nice To Haves

• 3+ years’ experience providing administrative support to professional or executive level employees, preferably in an academic, medical, or legal environment.
• Previous experience with scheduling or database software.
• Competency using Microsoft Office Suite and conferencing software such as Zoom, WebEx and Teams
• Experience providing administrative support to professional or executive level employees.
• Experience with financial processes and systems including expense reimbursements and purchasing cards.

Responsibilities

• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• Coordinates with senior management and service line leaders to monitor timely submission of fiscal and regulatory paperwork.
• Assists the administrative manager, providers, and staff in completing and collecting these requirements.
• Provides historic data to Division Administration in cases of non-compliance or underperformance to standards to assist in administration follow up.
• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
• Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• Coordinates with senior management to define program goals and fiscal objectives
• Coordinates the completion and record keeping of ongoing regulatory, credentialing, training, promotional, and institutional requirements of the providers and staff assigned to them.
• Serves as the primary contact and subject matter expert for specified program policies and procedures
• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff

Benefits

• Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED